Online Data Collection System (OLDC) Assignment Delegation User Guide
October, 2012
Publish Date (10/26/12) Student Guide i
OLDC ASSIGNMENT DELEGATION USER GUIDE
TABLE OF CONTENTS
ABOUT THIS GUIDE III GUIDE COMPONENTS III INTRODUCTION 1 ADD NEW OLDC ACCOUNT 1 ADD EXISTING USER (FEDERAL OR CONTRACTOR) 2 ADD NEW USER (FEDERAL, CONTRACTOR, OR GRANTEE) 6 EDIT ASSIGNMENTS 8 ASSIGN PROGRAM AND JOB TYPE 8 REPORT ACCESS 12 ACTION LIST 17 COPY ASSIGNMENTS 18 DELETE USER 20 PASSWORD ADMINISTRATION 21 NEED HELP? 22 OLDC HELP FAQ SITE 22 APPENDIX A: JOB TYPES AND ROLES A-1 LIST OF JOB TYPES A-1 LIST OF ROLES A-2 HELPFUL HINTS AND TROUBLESHOOTING B-1
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OLDC ASSIGNMENT DELEGATION USER GUIDE
About this Guide
The Online Data Collection (OLDC) Assignment Delegation User Guide was developed to
assist with the administrative roles of creating new users, assigning job types and report
types, assigning additional roles, copying permissions, deleting users, and managing
passwords for staff.
Guide Components
This guide contains the following sections:
Topic 1: Add New User
Topic 2: Edit Permissions
Topic 3: Copy Assignments
Topic 4: Delete User
Topic 5: Password Administration
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Introduction
OLDC is a role-based system, which means that permissions can be customized to meet the needs of
each person. All users are given a Job Type (a title in the system such as Grant Director) which
consists of a group of roles (assigned permission). For example, the Data Entry Job Type contains the
roles create, edit, validate, revise, and attach documents to report forms. Other Job Types have fewer
capabilities, but are often assigned additional roles. For example, the Grant Director has the Certify
role but is also sometimes given the Submit role.
The Assignment Delegation module allows a person with the appropriate roles to create new accounts
or modify existing ones. Each account must have at least one program, grantee organization, and Job
Type assigned. This can be achieved through the “Edit Assignments” or the “Copy Assignments”
section. The “Edit Assignments” section allows the administrator to assign programs, grantee
organizations, and Job Types to a new user while the “Copy Assignments” section provides the
capability to copy all permissions from an existing user to a new user. Each option is fully discussed in
this manual.
TIPS For more information about Job Types and Roles, see Appendix A: Job Types and Roles.
Add New OLDC Account
Persons with the appropriate roles have the capability to add new OLDC users. OLDC Leads may
create the following types of accounts:
Federal Leads: Create any Federal user (new and existing employees), contractors, or non-
Federal users.
Contactor Leads: Create accounts for existing Federal employees, contactors or non-Federal
users.
Grantee Leads: Create non-Federal users.
Before creating a new user, search the “Edit Current User” list to ensure a person does not already
have an OLDC account.
OLDC Leads should use the Person Search before creating a new Federal or contract user to ensure
the person does not already have an ID in Secure Sign-In.
DEFINITION Existing Federal:
Employee has already been registered in the ACF payroll system. GATES PAs are able to see the record in “Staff & Roll Assignments” and OLDC Leads can search and find the record using the “Person Search”.
New Federal:
Employee has not been registered in the ACF payroll system. Their record does not appear in GATES “Staff & Roll Assignments” or in the OLDC “Person Search”.
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Add Existing User (Federal or Contractor)
Staff with Secure Sign-In access to GATES will use the same ID and password for OLDC. They do
not receive e-mail notification when their OLDC account is created. Instead, the OLDC button appears
under the GATES button in Secure Sign-In. The OLDC Lead who created the account receives e-mail
confirmation of account creation.
Existing Federal users without GATES access receive e-mail notification when their OLDC account is
created. The OLDC Lead also receives an e-mail confirming account creation.
To add an existing Federal or Contract user to OLDC, complete the following steps.
1. From “OLDC Home”, click User/System Settings.
2. The “User/System Settings” screen displays. Under “System Settings”, click Assignment
Delegation.
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3. The “Roles and Assignments” screen displays. Under the Add New User section, click the Person
Search button.
4. The “Person Search” screen displays. The first step in finding a user is to enter search criteria. The
criteria section provides several possible options. You may enter one of the following:
User ID (if known)
First Name AND Last Name
Select Program
Grantee (optional) – Grantee can only be selected after Program
Zip Code
City AND Postal code
E-mail Address
TIPS
If you enter criteria in a row containing more than one text box that is separated by the word AND (for example, First Name AND Last Name), both text boxes must be completed for the search to proceed.
Partial Name Search - The Name search only searches for the first letter of the first name and the first three letters of the last name.
You many complete as many fields as you feel necessary (for example, Program and Zip Code)
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5. Once search criteria are entered, click the Person Search button.
TIPS Click the Refresh Screen button to clear any criteria currently on the form. Click the Help button for more information about using the Person Search.
6. Under Step 2, all possible results display. To select a user, click the check box next to their name
and click the Select Person button.
TIPS
In Step 2, only one user’s name can be selected at a time.
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7. The “Roles and Assignments” screen displays. The new user’s name and e-mail information
appear in the “Add New User” section. Click the Add User button.
8. A pop-up message displays. Click OK.
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Add New User (Federal, Contractor, or Grantee)
OLDC Leads with the appropriate permissions may create new user accounts.
Prior to creating a new account from the “Add User” section, search the “Edit Current User” list and
the “Person Search” to ensure the customer does not already have an existing account.
To create a new OLDC account, complete the following steps:
1. Navigate to the “Roles and Assignments” screen, “Add New User” section.
2. Type the user’s First Name.
3. Type the user’s Middle Initial (optional).
4. Type the user’s Last Name.
5. Type the user’s Title (only required if person needs signature authority).
6. Type the user’s Address (optional).
7. Type the user’s Telephone (optional)
8. Type the user’s E-mail address.
TIPS Verify e-mail addresses are correct as new user account information is sent via e-mail.
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9. Select the User Type (Federal and Contract staff only).
IMPORTANT!
Only Federal staff is able to see the Federal option in the User Type drop-down menu.
Grantees do not see the User Type drop-down menu as they are only able to create other Grantees
(Non-Federal).
10. Click the Add User button. A Rules of Behavior warning message appears. Click OK.
11. The “A new user has been added” message box appears. Click OK.
TIPS OLDC automatically creates new User IDs and Passwords:
The Grantee (Non-Federal) - User ID convention is Last Name+First Initial (for example John Smith would be SMITHJ)
The Federal and Contract - User ID convention is First Initial+Last Name (John Smith would be JSMITH).
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Edit Assignments
Once a new user is added to the system, the next step is to assign a program, grantee organization, and
and Job Type. A Job Type is an OLDC title that contains a group of permissions called Roles. There
are currently ten Job Types┼ in OLDC:
Grantee Only Federal Only
Data Entry Person Regional Office Grants Officer
Authorized Official Regional Office Grants Specialist
Grant Director Central Office Grants Officer
Grant Administrator Central Office Grants Specialist
View-Only Auditor
┼See Appendix A for more detail on Job Types and Roles
Assign Program and Job Type
After a new user is created, their name automatically appears selected at the top of the “Edit Current
User” box. To grant or edit permissions, complete the following steps.
1. Select the user’s name from the “Edit Current User” box.
TIPS
Names in the Edit Current User list are sorted alphabetically by last name.
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2. Click the Edit Assignments button.
Program Level Assignments
3. The “Assign Programs” screen displays. For new users without any previous assignments, the left
side bar is blank. As permissions are added, the assignment “tree” grows allowing the OLDC
Lead to navigate permissions directly from the side bar.
4. Select a Job Type from the drop down list and click the Refresh List button.
5. The “Program List” displays. Assign at least one Program from the list (multiple programs may be
selected at one time). The Programs list provides the option to choose All grantees or Select
grantees.
a. Choosing a checkbox under the All grantees column assigns all grantees available to the
OLDC Lead for a Program (i.e. the OLDC Lead for Region V is able to assign all Region V
grantees at once).
b. Choosing a checkbox under the Select grantees column allows the OLDC lead to assign
individual grantees.
c. To Unassign a Program, click the Unassign checkbox next to a Program.
TIPS
If multiple Programs need to be assigned, but not all Programs require the same Job Type, select the first group of Programs and click Save. Next, change the Job Type from the “Assign Programs” screen and select the second group of Programs. Click Save. Continue as necessary.
Only Programs already assigned to the person creating the permissions are available. If the desired Program is not available for selection, please contact the ACF Regional Grants Office, Central Office Lead, or [email protected].
Side bar “Assignment
Tree”
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6. Select the Primary Contact checkbox next to the appropriate program if the user’s name should
display under the Contacts section of the “Report Form Status” screen for a particular Program or
if they should have the Certify capability.
7. Select the Notify on Submit checkbox next to the appropriate program if the user should receive
e-mail notification when a report form is Submitted or Unsubmitted.
8. When assignments are complete, click the Save button if a checkbox was selected from the All
column, or click Next if a checkbox was selected from the Select column.
9. If the All grantees checkbox was clicked in the Program list, the “Assign Programs” screen
refreshes and the Job Type column in the Programs list is filled. New users (who do not already
have access to Secure Sign-In) receive two e-mails, the first containing user ID information and
the second with a temporary SSI password.
Grantee Level Assignments
10. If any Select grantees checkboxes were selected, the “Assign Grantees” screen displays.
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11. In the Programs list, select one Program to add grantees. Click the Refresh Grantees List button.
12. All available grantees display in the Grantee list. The same options are available as from the
Programs list. Click the All checkbox to the left of a program to assign by Region or grantee, or
click the Select checkbox to assign by individual grants.
13. Once assignments are complete, click the Save button if an All checkbox was selected, or the Next
button if a Select checkbox was selected.
14. If the All grants checkbox was clicked in the Grantee list, the “Assign Programs/Grantees” screen
refreshes and the Job Type column in the Grantee list is filled. Select other Programs as necessary
to make assignments.
Grant Level Assignments
15. If any Select grants checkboxes were clicked, the “Assign Grants” screen displays.
16. Select one Grantee by clicking the checkbox and then clicking the Refresh Grant List button.
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17. Select one or multiple grants, and click the Save button.
18. The “Assign Grants” screen refreshes and the Job Type column in the Grant list is filled.
Report Access
It is possible to assign or unassign specific report forms to a user. For example, a user may be assigned
the CSE 157 Program Performance Report form for a grant while another user is responsible for
completing the CSE 34A and 396A.
It is not necessary to modify report access if a user should be assigned all reports for a program.
TIPS
By default, users are automatically assigned to all available reports (availability of reports depends on reports already assigned to the OLDC Lead) when assigned to a Program.
To assign or unassign specific reports, follow these steps:
1. From the “Roles and Assignments” screen, select an account to modify and click Edit
Assignments.
2. The “Assign Programs” screen displays. From the left side bar, click Programs.
3. Select the desired program from the side navigation.
At this point, one of two screens displays depending on the level of assignments:
The “Customize Report for Program Level assignments” screen for Program Level
assignments
The “Assign Grantees” screen for Grantee and Grant Level assignments
Turn to the appropriate section for assigning Report Specific permissions.
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Program Level Assignments
The “Customize Report for Program Level assignments” screen displays if a user is assigned to all
available grantees for a Program.
a. The “Customize Report for Program Level assignments” screen displays.
b. Assign or Unassign desired reports by clicking the appropriate checkboxes.
c. Select a Job Type from the list and then click the Refresh Action List button.
TIPS Please note that selecting a Job Type at this point does not change the job Type assignment, but instead highlights the default roles associated with the Job Type in the Action List.
d. The “Action List” list displays below the Report list. If no further changes to permissions
are necessary, click Save and then End OLDC.
If roles should be changed according to report type, turn to the section Action List on page
17.
Grantee Level Assignments
The “Assign Grantees” screen displays if a user is assigned to a sub-set of grantees for a Program (i.e.
a region, state, tribe, territory, or organization).
a. The “Assign Grantees” screen displays. Click the desired Program from the left side bar
navigation tree.
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b. The “Assign Grantees” screen displays. From the navigation tree, click Grantees.
c. The “Customize Report for Grantee Level assignments” screen displays. Select one or
multiple (can select an entire region) grantees and click the Refresh Report List button.
d. All available reports display below the grantee list. Assign or Unassign desired reports.
e. Select a Job Type from the list and then click the Refresh Action List button.
TIPS Please note that selecting a Job Type at this point does not change the job Type assignment, but instead highlights the default roles associated with the Job Type in the Action List.
f. The “Action List” list displays below the Report list. If no further changes to permissions
are necessary, click Save and then End OLDC.
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TIPS To see the default roles associated with a Job Type, select the Job Type from the list and click the Refresh Action List button. The Action List displays with the default roles highlighted in yellow.
If roles should be changed according to report type, turn to the section Action List on page 17.
Grant Level Assignments
The “Assign Grantees” screen displays if a user is assigned to a sub-set of grantees for a Program (i.e.
a region, state, tribe, territory, or organization).
a. The “Assign Grantees” screen displays. Click the desired Program from the left side bar
navigation tree.
b. Continue expanding the side bar until the Grants option is available. Select Grants.
c. The “Customize Report for Grant Level assignments” screen displays. Select one or
multiple grants and click the Refresh Report List button.
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d. All available reports display below the Grant list. Assign or Unassign desired reports.
e. Select a Job Type from the “Default Job Type” list and then click the Refresh Action List
button.
TIPS Please note that selecting a Job Type at this point does not change the job Type assignment, but instead highlights the default roles associated with the Job Type in the Action List.
f. The “Action List” list displays below the Report list. If no further changes to permissions
are necessary, click Save and End OLDC.
If roles should be changed according to report type, continue with the section Action List
on page 17.
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Action List
The Action list is used to add or remove individual roles. Roles are report specific and may be
assigned either by Program, Grantee, or by Grant.
To provide additional Roles:
1. Complete the steps in the section “Report Access” (Program Level, Grantee Level, or Grant
Level). The “Action List” displays.
2. Check or uncheck roles to assign from the Select checkbox. If the user should have the ability to
grant roles to other users, also click the Can Delegate checkboxes.
3. Click the Save button. Once the screen re-appears, the changes are complete.
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Copy Assignments
When creating a new user, it is possible to copy the assignments of an existing user to the new user.
Copy Assignments may be used in place of Edit Assignments.
TIPS If a user with existing permissions is selected to have assignments copied to them, the new permissions overwrite the existing ones.
To copy assignments from one user to another, follow these steps:
1. From the “Roles and Assignments” screen, select a user to receive roles and click the Copy
Assignments button.
2. The “Copy Assignments” screen displays. Choose a user from the Current Users list to copy their
assignments to the person selected on the previous screen.
3. Click the Copy Assignments button.
4. The message “You are about to Copy Assignments. Do you want to continue?” appears. Click OK.
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5. The message “The Assignments for the User have been copied between selected users” appears.
Click OK. At this point, new users are e-mailed their SSI IDs and passwords.
6. Click the Roles and Assignments link from the top of the screen to return to the “Roles and
Assignments” screen.
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Delete User
In OLDC, it is possible to delete a person’s access to the system. Although the account is deleted, their
record remains in the database and information about that user can be retrieved upon request. This is
necessary since actions performed by that user are tracked for historical purposes.
If a staff member permanently leaves the organization or a job, delete them from OLDC. If a staff
member takes extended leave, do not delete them from OLDC but remove their assigned Programs.
TIPS
When a user’s assignments are removed, their name still displays in the “Edit Current User” list. The
name only disappears once the user is deleted.
To delete a user from OLDC, follow these steps:
1. From the “Roles and Assignments” screen, select the user to delete from Edit Current User. Click
the Delete User button.
2. The message “Once a user has been deleted they are permanently removed from OLDC. Are you
sure you want to delete this User?” appears. Click OK.
3. A confirmation message appears stating the selected user has been removed from accessing the
OLDC system. Click OK.
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Password Administration
The Password Administration section gives users with the “Password Administration” role the
capability to reset their staff’s passwords.
To reset a password, follow these instructions:
1. From OLDC Home, click the link User/System Settings
2. Under the heading “System Settings”, click the link Password Administration. The “Password
Administration” screen displays.
3. From the “Current Users” box, click the name of the person who needs their password reset.
4. Click the Password Reset button.
5. The “Resetting the password will affect all ACF System Accounts. Do you want to reset the
password for the selected user” message appears. Click OK.
6. The “Password has been successfully reset for the selected user and an e-mail has been sent to that
user” message appears. Click OK.
The user now receives two e-mails: one advising the password was reset and the other containing the
new password. The person who reset the password also receives e-mail confirmation.
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Need Help?
Grant Partners should contact their Grants Office for assistance.
Federal staff should contact their OLDC Central Office Lead for assistance – or contact the Custom
Application Support and Training help desk by phone at 1-866-577-0771 or via e-mail at
OLDC Help FAQ Site
From any OLDC screen, click the link Help/FAQ.
Existing answers to questions can be found in OLDC’s Help/FAQ searchable database section Find
Answers.
To submit a question to OLDC Technical staff, use the OLDC Help/FAQ – Ask a Question section.
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Appendix A: Job Types and Roles
List of Job Types
Federal Staff Grant Partners
C/O Grants Officer - All grant information from
the Central Office Grants Specialists is reviewed
by a Central Office Grants Officer. Central
Office Grants Officers have the authority to
review and approve the grant information of a
specific program.
Grant Administrator - Person responsible for
creating User IDs and assigning roles to Grantee
staff. A Grant Administrator can create User IDs
and assign roles to staff members working with a
specific program or grant.
C/O Specialist - Receives Recommendations
from the Regional Grants Officers and prepares
the grant for the Central Office Grants Officer.
Data Entry Person - Person responsible for
entering grant report data into OLDC. The Data
Entry Person is able to create and edit grant
reports by default. Additional roles may be given,
including Certify, Submit, and Unsubmit.
R/O Grants Officer - The authority to review
and approve the grant information of a specific
grantee within a particular region.
Authorized Official – Person directly involved in
the processing of the grant. This might be a
Financial Officer (FO) in charge of budgeting the
grant, or a member of an audit team. An
Authorized Official has view-only and Certify
roles by default. Additional roles such as Submit
may be assigned to the Authorized Official.
R/O Specialist - The authority responsible for
processing the grant information of a specific
grantee within a particular region.
Grant Director - Manager of the grant recipient.
The default roles are View-only and Certify. The
Grant Director may be given other available
permissions if more direct control over grants is
required.
Auditor – Read and print report forms, but
cannot perform any action such as data entry.
View-Only – Read and print report forms, but
cannot perform any action such as data entry.
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List of Roles
Role Assignment Add File Attachments Adds attachments to a report for submission.
Add New User Creates new users within the organization to have
access to the OLDC system. It also defines the job
type and delegate roles.
Add/Edit/Delete Address Allows access to the Address section of the OLDC
application. Users can add new addresses, edit
existing addresses, or delete addresses that no longer
pertain to the program or grant.
Add/Edit/Delete Contact Person Allows access to the Contact Person section of the
OLDC application. Users can add new contacts, edit
existing contacts, or delete contacts that no longer
pertain to the program or grant.
Certify with Signature Authority Officially signs a form for submission. This does not
submit the report form to ACF. Report forms must be
certified prior to submission. Users with both Certify
and Submit roles must certify a report form before
submitting it.
Director Certify Authority Performs the same function as Certify with Signature
Authority. This role must be assigned to at least one
of the certifying officials for forms that require two
signatures.
Create New Grant Form Creates a new form or report for a specific time period
pertaining to the requirements of the grant.
C/O Acceptance Review Enables the Central Office user to “Review” a grantee
submitted report prior to C/O Acceptance and change
the status of the report to “In Review”.
C/O Acceptance Enables the Central Officer to officially “Accept” a
grantee submitted report as the legal document.
Delete Existing User Delete users within the organization that have access
to the OLDC system. Any defined job types and
delegations of roles to that user are also deleted.
Delete Grant Form Deletes a form, report, or revision after it has been
created. Reports of Submitted status or higher cannot
be deleted. This role also removes all previously
entered data and any reference to the particular file or
report.
Edit Existing Grant Form Allows editing of any report, including revisions.
Reports of Submitted status or higher cannot be
edited.
Edit Existing User Edits the roles, job types, and delegated roles of the
users within the organization that have access to the
OLDC system.
Export Files from OLDC For advanced users. Allows downloading of any past
or present reports from OLDC in different formats.
This role is similar to the Read Only role and will not
affect any reports or data in the OLDC application.
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Role Assignment Grant/Program Preferences Allows Grant and Program level changes to how the
OLDC application process works at the user’s level.
This area contains options that affect the submission
of a specific report, such as requiring more than one
signature or approval prior to submission.
Grant/Program Settings & Limits Defines grant-related settings that affect only grants
with which the user is associated, such as number of
signatures required.
Help/FAQs Allows access to the features and functions of the
OLDC Help program and Frequently Asked Questions
(FAQ) database. Recommended for all users.
Import Files to OLDC For advanced users. Allows copying of files or
reports from a local computer to the OLDC system.
This process is similar to the Data Entry role but
allows users to copy multiple reports at one time.
Management Status/Remarks Enables the Report Status History and Remarks
section of the Report Form Status page.
Remove Address From Database Permanently deletes addresses that no longer pertain
to the program or grant. This removes the address
from OLDC.
Reports & Queries Creates and runs summary reports based upon the
information previously reported in OLDC.
Revise Submitted Grant Form Creates a revision of a form or report for a specific
time period related to the requirements of the grant.
In some cases, this feature is only available upon
approval from the ACF Grant or Program Office.
R/O Acceptance Review Enables the Regional Office user to “Review” a
grantee submitted report prior to R/O Acceptance and
change the status of the report to “In Review”.
R/O Acceptance Enables the Regional Officer to officially “Accept” a
grantee submitted report as the legal document.
Search Contact Person Allows access to the search function within the
contact person section of the OLDC application.
Users can search or browse other users listed, and
choose to add them to the contacts list for the program
or grant.
Submit Grant Form Officially submits a report form for ACF approval.
This role does not certify the report. A report must be
certified prior to submission. Users with both Certify
and Submit roles must still Certify a form before it
can be submitted.
Submission Override
Allows Federal staff to submit a report form after the
due date has passed. This is a restricted role.
Un-submit Grant Form Unsubmits a report in two cases. The first case is
after submission of a form but before the ACF Grants
or Program Offices reviews it. The second case is
upon notification from ACF Grants or Program
Offices that form changes are necessary.
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Role Assignment View Contact Person Allows access to the contact person section of the
OLDC application. Users can browse and view
contacts that pertain to a user’s program or grant.
View Grant Settings View-only role. Allows access to a listing of
important grant related dates including deadlines, due
dates, and extensions applicable to a user’s program or
grant.
View Official Grantee Address View-only role. Allows access to the address section
of the OLDC application. Users can browse and view
addresses that pertain to their program or grant.
View Personal Roles View-only role. Reviews the roles and
responsibilities assigned to the user. These also define
the application capabilities and functions available to
the user.
View/Print Grant Form View-only role. Allows the user to view or print any
and all reports, including revisions. Reports of any
status can be viewed as well.
View Status/History Permits the user to see the History and to enter public
remarks in the Remarks section of the Report Form
Status page.
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Helpful Hints and Troubleshooting
Edit Assignments Breadcrumb (Navigation Link): Clicking the Edit Assignments
breadcrumb returns the user to the “Assign Programs” screen (same as clicking Programs
from the Navigation Tree).
Modifying existing Permissions: When modifying existing permissions such as Notify
on Submit or Primary Contact, make sure the correct Job Type is selected at the top of the
screen.